+91 6372084080 hello@conferencemind.org Bhubaneswar, Odisha
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Privacy Policy

Your privacy matters. Learn how we protect your information.

Last Updated: June 2026

1. Information We Collect

We collect information you voluntarily provide to us when you:

  • Make a donation: Name, email address, phone number, donation amount, PAN (optional for 80G receipt)
  • Volunteer or partner with us: Name, email, phone number, organization name (for partners), skills, availability
  • Contact us: Name, email, phone number, subject, and message content
  • Subscribe to our newsletter: Email address

Automatically Collected Data: When you visit our website, we automatically collect certain information via analytics tools (like Google Analytics). This includes your IP address, browser type, device type, pages visited, time spent on site, and referring website. This data is anonymized where possible and used solely to understand website traffic and improve user experience.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • Process donations and send tax receipts (80G certificates)
  • Respond to your inquiries and requests
  • Send you updates about our work, events, and impact (with your explicit consent)
  • Analyze website traffic and improve our website performance (using Google Analytics)
  • Comply with legal and regulatory requirements (including tax laws in India)
  • Prevent fraud and ensure the security of our website

3. Legal Basis for Processing (GDPR & DPDPA Compliance)

We process your personal data under the following lawful bases:

  • Consent: When you accept our cookie banner, agree to receive marketing emails, or submit a form to us.
  • Contractual Obligation: To process your donation and provide you with a tax receipt.
  • Legal Compliance: To maintain records as required by Indian tax authorities.
  • Legitimate Interest: To understand how users interact with our website so we can improve our services (when consent is not strictly required, though we always seek consent for cookies).

4. Sharing Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information with:

  • Service Providers (Data Processors):
    • Razorpay: For secure payment processing.
    • Google Analytics (GA4): For website analytics. Google processes data according to their privacy policy and we have enabled IP anonymization.
    • Email Service Providers: For sending you updates (only if you opt-in).
  • Legal Requirements: When required by law, court order, or to protect our rights, property, or safety.
  • With Your Consent: When you have given us explicit permission to share your information.

5. Data Security

We implement reasonable security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include SSL encryption for data transmission, secure servers, and restricted access to personal information. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

6. Cookies and Tracking Technologies

Our website uses essential and analytical cookies to enhance your browsing experience.

  • Essential Cookies: Required for basic website functionality (e.g., remembering form submissions). These do not require consent.
  • Analytical Cookies: We use Google Analytics 4 (GA4) to track visitor interactions. These cookies collect anonymized data such as your IP address (anonymized), browser type, and pages visited. This helps us understand what content is valuable to our visitors.

Your Consent: Before any analytical cookies are placed, you will see a cookie consent banner. We only load GA4 after you click "Accept." You can withdraw your consent at any time by clicking the floating cookie icon on your screen.

You can also disable cookies entirely in your browser settings, though this may affect some functionality.

7. Third-Party Links

Our website may contain links to third-party websites (e.g., Razorpay, social media platforms). We are not responsible for the privacy practices or content of these third-party sites. We encourage you to read their privacy policies before providing any personal information.

8. Children's Privacy

Our website is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information promptly.

9. Your Data Protection Rights

Depending on your location (especially if you are in the EU/UK or India), you have the following rights regarding your personal information:

  • Right to Access: Request a copy of the personal information we hold about you.
  • Right to Rectification: Request correction of inaccurate or incomplete information.
  • Right to Erasure ("Right to be Forgotten"): Request deletion of your personal information, subject to legal and tax retention requirements.
  • Right to Restrict Processing: Request that we stop processing your data.
  • Right to Data Portability: Request a copy of your data in a structured, machine-readable format.
  • Right to Withdraw Consent: You can withdraw your consent for marketing communications or cookies at any time.

To exercise any of these rights, please contact us at hello@conferencemind.org.

10. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. Donation records are retained for 7 years to comply with Indian tax laws. Analytical data (e.g., Google Analytics) is retained for 26 months and is aggregated/anonymized.

11. International Data Transfers

Your information may be transferred to and stored on servers located outside of your country of residence (e.g., Google's servers in the US). By using our website, you consent to the transfer of your information to countries that may have different data protection laws than your country. We ensure that appropriate safeguards (such as Standard Contractual Clauses) are in place for these transfers.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. Changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have any questions or concerns about this Privacy Policy, our data practices, or wish to exercise your rights, please contact our Data Protection Point of Contact at:

Email: hello@conferencemind.org
Phone: +91 6372084080
Address: Gajapati Nagar, Puri, Odisha, India — 752002

ConferenceMind Trust is committed to protecting your privacy in compliance with the Indian Digital Personal Data Protection (DPDP) Act, 2023 and the EU General Data Protection Regulation (GDPR).